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Administrative Assistant

3 months ago

Junction City, United States County of Geary, KS Full time
Job DescriptionJob DescriptionGEARY COUNTY JOB DESCRIPTION
Job Title: CVB Administrative Assistant FLSA: Non-Exempt Salary: $15.70/hr. Salary Range: 12 Reports To: CVB Director PCN: CV1002 Department: CVB Date: October 2020 JOB SUMMARYThe job duties of the CVB Administrative Assistant include but are not limited to provide clerical support, to implement administrative systems, procedures, policies and monitor special projects for all Convention and Visitors Bureau and Geary County; and to provide responsive, courteous and efficient service to County residents and the general public. ________________________ DUTIES AND RESPONSIBILITIESThe duties described below are indicative of what the CVB Administrative Assistant might be asked to perform. This job description is to incorporate any County resolutions for the position of CVB Administrative Assistant. This position description is not designed to list all tasks and responsibilities of this position. Geary County reserves the right to revise or change job duties as the need may arise. This position description does not constitute a written or implied contract of employment.Customer Service. Includes answering telephones, conveying messages, greeting clients and determining need(s), and responding to verbal, written and electronic communications. Provides materials and publications in reference to specific requests concerning special events, attractions, education and relocation information, and demographics of the community.General Office Duties. Prepares and maintains reports and correspondence. Coordinates and executes e-mailing and/or faxing of leads to lodging properties. Maintains an office budget with the Executive Director’s guidance and approval. Assists with bid proposal creation, assembly and dissemination. Assists with the maintenance and updates for the CVB website. Maintains office equipment, supply inventories and monitors usage of materials. Maintains accurate reports of distribution of materials.Inventory. Maintains an accurate and continuous inventory of all materials used or produced to include local, regional and state publications by other agencies or entities, designs filing system and ensures the files are up to date, special projects as assigned, and expedites office supplies and materials as needed.CVB Promotions. Provides support services as needed at travel shows, fairs, events and other exhibitions attended or hosted by the CVB. Provides conference service support for booked conventions, meetings and special events within Geary County; to include the production of name tags, assembly of welcome packets and delivery. Assists and coordinates mailings, which includes delivery and pick-up, monitors postage usage, maintains and manages CVB client data bases. Continuously promotes the communities, attractions and events within Geary County. Organizes and utilizes CVB volunteers for the effective completion of the CVB’s obligations for special events and exhibits.CVB Advisory Board. Gathers detailed information and co-authors cooperative monthly calendars to include local, regional and state websites and publications for upcoming events and attractions. Prepares and distributes informational materials to Board Members for monthly meetings as directed by the CVB Director.QUALIFICATION REQUIREMENTSTo perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire or for the continuation of employment. MINIMUM QUALIFICATIONS· High School diploma or GED equivalent.· Three (3) years of experience in clerical, administrative or computer experience.
  • A valid Kansas driver’s license.
SKILLS AND ABILITIES
  • Ability to maintain a professional demeanor when dealing with the public.
  • Ability to take control of situations in a responsible manner.
  • Ability to comprehend, retain and apply County, State, and Federal policies and legislation, i.e. local resolutions and ordinances, procedure manuals, warning labels, etc.
EQUIPMENT KNOWLEDGE REQUIRED
  • Ability to operate various types of equipment – standard office equipment, computer and advanced knowledge of Microsoft Office software (Word and Excel), etc.
  • Other equipment could be required.
LANGUAGE SKILLS
  • Ability to maintain a positive work atmosphere by acting and communicating in a professional and friendly manner with customers, citizens, co-workers and management.
  • Ability to communicate in both written and verbal form.
  • Ability to communicate and convey information regarding policies and processes to others in both written and verbal form.

MATHEMATICAL SKILLS
  • Ability to perform basic mathematical calculations.
REASONING ABILITY
  • Ability to respond to complaints and grievances posed by the public.
  • Ability to define problems and deal with a variety of situations.
  • Ability to think quickly, maintains self-control, and adapt to stressful situations.
  • Ability to use good judgment and effectively solve problems.
PHYSICAL AND WORK ENVIRONMENTThe physical and work environments described are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. Physical Environment
  • The duties of this job include physical activities such as stooping, kneeling, standing, reaching, walking, lifting and/or move (up to 20 pounds), grasping, talking, hearing/listening, seeing/observing, and repetitive motions.
  • Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.
Work Environment
  • Works primarily in an office setting.
  • Due to the volume, scope, size of staff and nature of public service this office provides, full-time regular attendance is essential.

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